Pro-Tip: How We Choose the Perfect Event Venue
Selecting the perfect venue is one of the most crucial steps in planning a successful corporate event. The right space sets the tone, enhances the attendee experience, and ensures a seamless execution of your program. At Typecast Meetings + Events, we take a strategic approach to hotel venue selection, considering multiple factors to ensure our clients get the best fit for their needs. Here’s how we do it:
1: Understanding the Event Goals
Every event has a purpose, whether it’s a high-energy sales kickoff, a goal-oriented leadership retreat, or a customer facing program. We start by aligning the venue selection with the event’s objectives—considering factors like amenities, style, atmosphere, branding opportunities, and attendee expectations.
2: Location, Accessibility + Transportation
A great venue is only great if attendees can easily access it. We evaluate:
✔ Proximity to airports and major transportation hubs
✔ Availability of parking or shuttle services
✔ Local attractions, restaurants and convenience for out-of-town attendees especially if there’s some that may extend their stay
3: Capacity + Layout Flexibility
The venue needs to accommodate all attendees comfortably while allowing for flexibility in setup. We analyze:
✔ Meeting space design and capacity for general sessions, breakouts, networking, or activations
✔ Seating arrangements that support the program’s engagement needs (theater, banquet, classroom, etc.)
✔ Flow of movement to minimize congestion and maximize interaction
4: Amenities + Technology
Modern corporate events require seamless tech integration. We ensure the venue can support:
✔ Updated infrastructure to support high speed Wi-Fi, and hybrid integration needs
✔ Hybrid event options for virtual attendees
✔ Thoughtful design such as built-in monitors or whiteboards, and credenzas and built-in mini refrigerators for cold refreshments
✔ Inspired and on-trend banquet menus to support the ever changing needs of attendees
5: Ambiance + Branding Opportunities
A venue should reflect the company’s culture and event theme. We look at:
✔ Natural lighting, decor, and overall aesthetic
✔ Custom branding opportunities (digital screens, signage, staging)
✔ Unique elements that create a memorable experience
6: Budget + Negotiation
Budget is certainly a consideration for all our clients. Once a hotel is selected, we work to negotiate value-added concessions such as:
✔ Complimentary room upgrades or discounts off of food and beverage or AV spend
✔ Lower minimums on food and beverage spend and/or reducing room rental and other fees
✔ Negotiating mutually agreeable terms and conditions to reduce financial exposure especially in the cancellation and rebooking policies
Let us handle the details.
Choosing the perfect hotel venue and destination is both an art and a science. With our expertise, connections, and meticulous approach, we ensure every event we plan is set in the ideal location. Ready to find the perfect hotel venue for your next corporate event? Contact Typecast Meetings + Events today!
